Portfolio Support Specialist

Are you an experienced operations professional who thrives in a fast-paced, detail-driven environment and is ready to take ownership of critical portfolio functions?The Portfolio Support Specialist is a key contributor within our Portfolio Support team, located at our corporate office in Newport Beach, CA. This position is responsible for managing core administrative, financial, and operational processes across a portfolio of luxury apartment communities in Southern California. The role goes beyond task execution; Specialists are expected to analyze, problem-solve, and drive process consistency while serving as a trusted partner to the On-Site Property Teams.The Portfolio Support team is part of a centralized department that provides basic accounting, compliance, document generation, payment processing, and legal coordination services. Acting as a liaison between Accounting and the On-Site Property Teams, this role ensures accuracy, efficiency, communication, and accountability across all resident transactions and records.This is an ideal opportunity for a highly organized, detail-oriented professional who can think critically, communicate effectively across all levels, and take initiative in an evolving and growing department.Responsibilities:Own and manage day-to-day administrative and operational functions across an assigned portfolio, ensuring accuracy, timeliness, and compliance with company standardsServe as a primary point of contact for on-site teams, building strong partnerships and proactively identifying areas for support and process improvementAnalyze and resolve resident account discrepancies, payment issues, and escalated inquiries, ensuring a high level of customer experienceOversee delinquency management, including reconciliation, collections coordination, and tracking trends across the portfolioProcess and monitor resident payments, including troubleshooting returned payments, failed transactions, and ledger inconsistenciesGenerate and review resident-facing documents, including renewals, legal notices (e.g., 3-Day Notices), and move-out statements, ensuring compliance and accuracyComplete month-end accounting responsibilities, ensuring all required reporting and reconciliations are accurate and submitted timelySupport portfolio performance analysis by reviewing reports, identifying trends, and escalating insights to leadershipMaintain consistent documentation and recordkeeping, ensuring all actions are properly tracked and aligned with department standardsComplete Help Desk tickets relating to account ledger management and other administrative tasks while meeting Service Level Agreement (SLA) deadlinesContribute to process improvements, training initiatives, and special projects that support the growth and scalability of the departmentParticipate as a peer mentor to the team Coordinator and InternQualifications:3+ years of experience in one or more of the following: Multifamily property management - Accounting or financial operations -Customer service in a high-volume environment-Administrative or operations supportStrong written and verbal communication skills, with the ability to communicate professionally across all levels of the organizationExceptional attention to detail and commitment to accuracyProven ability to manage multiple priorities, problem-solve, and meet deadlines in a fast-paced environmentStrong organizational and time management skills with a process-oriented mindsetDemonstrated ability to think critically and take initiative, not just follow processesHigh level of professionalism, integrity, and accountabilityPositive, collaborative attitude with a willingness to support team successTechnical Skills: Strong proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and Adobe Acrobat is required -Experience with property management systems (e.g., Yardi Voyager), Help Desk management, and CRM platforms is preferredComfortable working with financial data, reporting, and basic accounting conceptsAdditional Requirements: Reliable transportation and clean driving record for occasional local travel (e.g., post office, properties)100% in office

Created: 2026-05-09